what is an Employee ID Number

What Is An Employee Number?

What is an employee number? What is an employee ID number in Canada? An employee number is a unique ID number that is assigned to each employee in an organization. Employee numbers are used by employers to identify their employees for different purposes. Such as payroll, human resource management, and tax reporting.

Instigating an employee id number is not mandatory for businesses in Canada. But an employee ID system can provide significant benefits to businesses. Like better employee databases, protection from identity fraud, and improved employee management. 

In this article, we will discuss what is an Employee ID Number Canada, employee number meaning, its purpose, how to find your employee number, and why businesses should use employee id numbers.

Employee Number Meaning: What is an employee ID number in Canada?

An employee number is a code assigned by an employer to an employee. This code is used to identify the workers at an organization. Employee numbers can help streamline the perfect record-keeping and also represent confidential information of employees including personal details. 

For a small business with a handful of employees, there’s no need for employee numbers to identify the employees. But for a large business, you can’t identify the employees with their names. As there are a lot of employees working in a large organization, there can be two or more employees with the same names.

Assigning employee IDs isn’t a requirement in Canada but it is extremely beneficial for the overall growth of an organization. Some organizations may choose not to assign employee numbers. But they can still benefit from using them for efficient record-keeping and management.

Note: Employee ID, Employee ID Number, or Employee Code are the other terms that mean the same as an Employee Number.

Don’t Miss it: How To Dispute Parking Ticket in Toronto

What Is The Purpose Of An Employee Number?

The main purpose of an employee number in Canada is to serve as a unique identifier for employees within an organization. Here’s how an employee number is used.


Employee numbers help employers keep track of each employee’s salaries, deductions, and perks. By using the unique employee number, employers can calculate and process payroll for each individual employee.

Human Resource Management: 

Employee numbers help HR departments to:

  • Manage Employee Records 
  • Track Employment History
  • Monitor Performance Evaluations
  • Organize and Retrieve Employee Information

Tax Reporting: 

Employee numbers are used by employers to report employee income and deductions to the Canada Revenue Agency (CRA). To ensure accurate tax assessment, the CRA uses this information to match the income reported by that individual. 

Government Benefits: 

Along with the Social Insurance Number (SIN), employee numbers are used to manage government benefit programs under the Canada Pension Plan and the Income Tax Act. These numbers are used to determine eligibility for government benefits like employment insurance (EI) and retirement pensions.

Don’t Miss it: How to Become a Notary in Ontario, Canada?

Where Can I Find My Employee Number?

Who can assign an Employee ID Number Canada? Well, the answer depends upon the size of the organization. 

  • In small companies, accountants or payroll employees assign Employee Numbers.
  • In large companies, the human resource department assigns Employee Numbers.

How to find your Employee Number? You can get your Employee Number from the respective person or department. You can also ask your manager or supervisor. In some cases, you can find your employee number on your payroll slip.

Why Should Businesses Use Employee Numbers?

Employee Number has many uses and benefits for different businesses. Some are:

  • An employee number can be used to access inventory information in a retail business.
  • Employees can use their employee number for employee perquisites, like employee discounts.
  • In companies where employees have different clearance levels, the employee number is used to gain access to certain databases. 
  • Employee number provides a digital history of employees that can be useful for HR or auditing teams.
  • Businesses can use employee numbers to control individual levels of access or security.
  • With an employee number system, businesses can keep well-organized records and databases. 
  • It becomes easy to look up, view and organize information about any employee.
  • In large organizations, confidentiality breaches or mix-up payroll can be avoided by using an Employee ID system.
  • Employee numbers can also provide protection from identity fraud like identity theft.

Is It Necessary For A Business To Assign An Employee Number?

No, it isn’t. Employee numbers are not required by law in Canada.

  • In small organizations, there are only a few employees and that’s why there is no need to distinguish one employee from another. Most small companies don’t assign Employee IDs. 
  • In large organizations, there are chances of mix-ups in employee identification. There can be two or more employees with the same first and last name. So, it can be confusing for the payroll department. Employee numbers can help to avoid this confusion.

What Is The Difference Between An Employee ID Number And An Employer ID?

Your employee ID number is the unique number assigned to you by your employer to distinguish you from other employees. 

Your employer ID number is the unique number assigned to your employer by the Federal Government for tax purposes.

What Is The Difference Between An Employee ID Number And A Payroll Number?

An employee ID number represents a particular employee. It includes both payroll details and other personal information. 

A payroll number is a unique sequence of numbers and letters mentioned on each pay slip. It is used for PAYE and tax purposes.

Key difference:

A payroll number is changed in the following situations:

  • If an employee takes up a new position within the organization
  • If an ex-employee is re-employed.

But the employee ID will stay the same in these situations.

Read Now: What Is Not a Terrorist Method of Surveillance? 9 Methods

Forms For New Employees To Fill Out Canada:

Employee numbers are asked in some forms for new employees to fill out in Canada. The TD1 forms are among them. These forms are used to calculate the amount of tax at source for an employee. There are two TD1 forms for new employees to fill out in Canada: 

  • The federal TD1 form: For all employees.
  • The provincial TD1 form: Applicable according to the province of employment.

Final Words:

An employee id number is a unique identifier given by an employer to their employees in Canada. It is used for payroll, human resource management, and tax reporting. If you are wondering “Where can I find my employee number?” you can ask your employer or HR department for help. So, with all that employee numbers can do for your business, isn’t it time you started using them?

Read Now: What To Say When Claiming Phone Insurance?